| Job Description: |
The Fiscal Assistant III manages all fiscal and travel administration to all stakeholders for the School of Landscape Architecture and Planning, which consists of the Departments of Landscape Architecture and Urban and Regional Planning. This position is responsible for adhering to UF, state, and federal policies and procedures regarding fiscal and travel procedures and is a key part of the school’s administrative team.
Purchasing/Payables
Main Pcard holder, reconciler and approver for faculty, staff and student purchases utilizing UFGO.
Act as main purchaser for creating requisitions, purchase orders, pay invoices and order items using myUFMarketplace.
Communicate with suppliers and get new suppliers set up so payments can be processed through the Marketplace.
Create and submit journal entries for E2E’s And E2R’s as needed to resolve errors.
Work with the Administrative Manager, Director, and Associate Director to provide fiscal data as needed for reporting as well as reconciling monthly charges.
Keep records for all fiscal transactions and appropriate back up for easy access, audit purposes, and overall school efficiency.
Monitor fiscal deadlines and policy/procedure updates and inform stakeholders as needed.
Reconcile monthly and annual department accounts and assist the Administrative Manager with collecting data for reporting requirements.
Travel
Utilizing UFGO, assist faculty, staff, students and visitors with travel requests, expense reports and expense reimbursements.
Become familiar with UF, state and Federal policies on travel procedures both domestic and international and act as a resource for all stakeholders in regard to travel procedures.
Process cash advances as needed.
Process travel purchases such as airlines, hotel, rental car and other travel resources through UFGO or outside of UFGO with proper justification.
Monitor travel deadlines and update internal stakeholders as needed.
Event Management
Coordinate events such as lectures, workshops, and meetings and make the necessary event purchases such as securing hotel reservations for guest lecturers, finding space rentals both on and off campus, coordinating with caterers, sending out flyers/reminders, requesting specialty printing for awards and other items required for the event.
Miscellaneous Duties
Backup for the front desk which may include greeting internal and external customers (visitors, parents, students, vendors, etc), Answering/ outing phone calls, responding to inquiries, taking messages, distributing mail, submiting building requests (key requests, building maintenance, etc)
Process FedEx (overnight mail), receive incoming delivery /packages, and sign and notify recipient.
Liaison between the dean’s office and other departments, faculties, and students and both internal/ external customers in person, phone, and email
Clerical/secretarial functions (copying, faxing, scanning, work order, etc.) for the purpose of supporting office operations.
Manage Materials and Supplies fees, place orders for course materials and manage course budgets.
Manage and process student scholarship awards and manage scholarship data and submit reporting information as requested.
Compile and generate data for Center directors for annual and 5-year center report.
Other duties as assigned
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| Preferred Qualifications: |
Experience with UF policies and procedures for financial and travel transactions.
Attention to detail, strong organizational skills, professional and friendly demeanor, self-starter, takes initiative, generates ideas on processes, research and problem solve, good communication skills, ability to exercise good judgement.
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